Download California ROSS Business Practices and Standards 2.2

Sponsored by:
California Wildfire Coordination Group
California ROSS
Business Practices
And
Standards
2.2.8
March 2013
California ROSS Business Practices and Standards
March 2013
California ROSS Business Practices and Standards
Date: March 2013
Memorandum
To:
ROSS Users
From:
California Wildland Fire Coordinating Group (CWCG)
Subject:
California ROSS Business Practices and Standards 2.2.8
Attached is the California ROSS Business Practices and Standards 2.2.8. This guide is written to reflect
the interagency needs of the user. CWCG sponsors this guide for the cohesive use of ROSS by
California.
CWCG embodies the representatives from Bureau of Indian Affairs (BIA), Bureau of Land
Management (BLM), California Department of Forestry and Fire Protection (CAL FIRE), Fish and
Wildlife Service (FWS), US Forest Service (USFS), National Park Service (NPS), Office of Emergency
Services (OES), and Contract Counties. The signature of the CWCG members is acknowledgment and
agreement of the CWCG Charter agencies to follow the California ROSS Business Practices and
Standards 2.2.8 as presented.
http://ross.nwcg.gov
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March 2013
Table of Contents
ROSS BUSINESS PRACTICES AND STANDARDS .............................................................. 7
1
1.1
1.2
1.3
1.4
1B1BINTRODUCTION....................................................................................................... 7
19B19BUUPurpose of this Document ............................................................................................ 7
20B20BUUDefinitions...................................................................................................................... 7
Document Maintenance................................................................................................................... 8
22B22BUURevisions ........................................................................................................................ 8
2 2B2BOVERVIEW OF ROSS.............................................................................................. 8
2.1 23B23BUUPurpose of ROSS .......................................................................................................... 8
2.2 24B24BUUTechnical Overview ...................................................................................................... 8
3 3B3BACCESS TO ROSS (SYSTEM LOGON IDS) ........................................................... 9
3.1 25B25BUUROSS User IDs .............................................................................................................. 9
4
4.1
4.2
4.3
CALIFORNIA ROSS GROUP (CARG) ............................................................................. 9
Mission .............................................................................................................................................. 9
27B27BUUCARG Duties................................................................................................................. 9
28B28BUUThe Organization of the California ROSS Group (CARG) ................................... 10
5
5.1
5.2
5.3
5.4
5.5
5.6
5B5BROSS ADMINISTRATION ...................................................................................... 10
29B29BUUNEW ROSS Sites. ....................................................................................................... 10
30B30BUUROSS Position Code approval process ..................................................................... 10
31B31BUUROSS Change Control Process ................................................................................. 11
32B32BUURoles and Responsibilities: ........................................................................................ 11
33B33BUUSuggested roles for ROSS user accounts: ................................................................. 11
Selection Areas ............................................................................................................................... 12
6
6.1
6.2
6.3
6B6BPROBLEM ESCALATION PROCESS ................................................................... 12
35B35BUUROSS Application Issues............................................................................................ 12
36B36BUUHardware/Network/Connectivity Issues................................................................... 12
37B37BUULinks and Other Help Sources .................................................................................. 13
7
7.1
7.2
7.3
7.4
7.5
7.6
7.7
7B7BDATA STANDARDS AND REQUIREMENTS ........................................................ 14
38B38BUUMaintenance Requirements ....................................................................................... 14
39B39BUUResource Naming Standards ..................................................................................... 14
40B40BUUStatus, Rosters and Manifests.................................................................................... 14
41B41BUUAviation Resources ..................................................................................................... 15
42B42BUUHired Equipment ........................................................................................................ 17
43B43BUUOES/Local Government dispatch hierarchies ......................................................... 17
44B44BUUWEB Status ................................................................................................................. 18
8 8B8BDISPATCH .............................................................................................................. 18
8.1 45B45BUUMandatory ROSS Input Requirements .................................................................... 18
8.2 46B46BUUTransfer of Information from CAD to ROSS .......................................................... 19
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8.3 47B47BUURequests ....................................................................................................................... 19
8.4 48B48BUUQuick Fill ..................................................................................................................... 21
8.5 49B49BUUFill with agreement ..................................................................................................... 21
8.6 50B50BUUAircraft Dispatching ................................................................................................... 21
8.7 Water Tenders ............................................................................................................................... 23
8.8 Requests to Interagency Centers .................................................................................................. 23
8.9 52B52BUUFill or UTF Time Limits ............................................................................................. 23
8.10 Release ............................................................................................................................................ 23
8.11 Travel .............................................................................................................................................. 23
8.12 55B55BUUFrequency Requests .................................................................................................... 24
8.13 56B56BUUClosing Incidents......................................................................................................... 24
8.14 57B57BUUNotifier Use .................................................................................................................. 24
8.15 58B58BUUContract County Use of ROSS .................................................................................. 24
8.16 Replacement of lost/broken supplies after Returned From Assignment .................................. 24
8.17 Unified Ordering Point.................................................................................................................. 25
9 9B9BINTERCOM/DISPATCH NET ................................................................................. 25
9.1 59B59BUUSee Attachment B........................................................................................................ 25
10
10B10BMUTUAL AID RESOURCE ORDERING ......................................................... 25
10.1 60B60BUUIn-state ordering ......................................................................................................... 25
10.2 61B61BUUProcessing out-of-State requests for OES/Local Government resources. ............. 26
10.3 62B62BUUOut of State Requests for CAL FIRE resources ...................................................... 26
10.4 Out of State Ordering for Local Agreements.............................................................................. 26
11
11B11BADDITIONAL DISPATCH INFORMATION ..................................................... 26
11.1 63B63BUUTransferring/merging Incidents ................................................................................ 26
11.2 64B64BUUTransferring an Incident to another dispatch center .............................................. 27
11.3 65B65BUUPre-positioning ............................................................................................................ 27
11.4 66B66BUUReassign from a pre-position order .......................................................................... 28
11.5 67B67BUUDocumentation ............................................................................................................ 28
11.6 68B68BUUSpecial needs ............................................................................................................... 28
11.7 69B69BUUFinance Code ............................................................................................................... 29
11.8 70B70BUUSelect Features ............................................................................................................ 29
11.9 71B71BUUETD/ETA Information ............................................................................................... 29
11.10
Release .................................................................................................................................... 29
11.11
73B73BUUTentative Release ................................................................................................ 29
11.12
74B74BUUGround Resource Reassignment ....................................................................... 30
11.13
75B75BUUNICC Orders ....................................................................................................... 30
11.14
76B76BUUStrike Teams ....................................................................................................... 30
11.15
77B77BUUOverhead Teams (Incident Management & Incident Command) ................. 30
11.16
78B78BUUCCC Camp Crews .............................................................................................. 34
11.17
79B79BUUNon-ROSS Local Government Overhead ........................................................ 34
11.18
80B80BUUROSS using Local Government Overhead ....................................................... 34
11.19
81B81BUUEmergency Messages. ......................................................................................... 34
11.20
82B82BUURetrieve Function ............................................................................................... 34
11.21
83B83BUUEdit Request Function ........................................................................................ 35
12
12B12BREPORTS ....................................................................................................... 35
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12.1 84B84BUU2009 to Current Year Data - Cognos Reports .......................................................... 35
12.2 85B85BUUYear Prior to 2009 Data – Data Delivery System (DDS)......................................... 35
12.3 86B86BUUROSS Data Imports to I-Suite ................................................................................... 35
12.4 87B87BUUCrystal Reports —ROSS Resource Order Form..................................................... 35
13
13B13BROSS BUSINESS CONTINUITY & RECOVERY PLAN ................................. 37
13.1 88B88BUUROSS Outages ............................................................................................................. 37
13.2 89B89BUUContingency Plan. ....................................................................................................... 37
14
14B14BROSS REFERENCE AND USER GUIDE ........................................................ 38
14.1 90B90BUUROSS User Guide Access ........................................................................................... 38
15
15B15BROSS TRAINING ............................................................................................ 38
15.1 91B91BUUCalifornia ROSS Training Group ............................................................................. 38
16
16B16BATTACHMENT A ............................................................................................ 39
16.1 92B92BUUCalifornia ROSS Group (March 1, 2012) ................................................................. 39
16.2 93B93BUURepresentatives (15) ................................................................................................... 39
17
17B17BATTACHMENT B ............................................................................................ 41
17.1 94B94BUUIntercom/Dispatch Net Use ........................................................................................ 41
17.2 95B95BUUNew Order ................................................................................................................... 41
17.3 Old Order /New Request, Immediate Need ................................................................................. 42
17.4 Old Order, Fill Information.......................................................................................................... 42
17.5 Old Order, Release Information .................................................................................................. 43
17.6 Incident Information ..................................................................................................................... 43
17.7 Intercom Aircraft Dispatch Script ............................................................................................... 45
18
ATTACHMENT C ........................................................................................................ 46
18.1 101B101BUUManaging Organizations ........................................................................................ 46
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103B103B
REVISION HISTORY
May 2005
March 2006
May 2006
Creation of Original ROSS Business Practices Document
Revision
Revision including ordering and some changes in policy
Update of Original document to include Mutual Aid ordering system
May 2007
Updates of several business practices. New additions and changes are underlined.
June 2007
Change in Attachment B, 18.1 Intercom/Dispatch Net Use. This edit brings CA Business
Practice and Standards into compliance with CA MOB guide.
June 2008
Updates of several business practices. New additions and changes are underlined.
Update to CAL FIRE contracts/EERA/hired equipment in section 3.5
Updated problem reporting procedures for CAD to ROSS interface.
Added Attachment C – Organization and Vendor change request procedure.
Changes to local government resources residing in CAL FIRE databases section 3.6
Combine CRIT and ROSS BP&S Working Team to the California ROSS Group
June 2009
Updates of several business practices.
Updated Attachment B – Changes in intercom use.
Removed various sections regarding ROSS implementation in California. Re-located
Sections 8,9,10.
Added Mission Statement.
Updated helicopter dispatch procedures section 4.
Added Finance Code
April 2010
Updates and verbiage changes of several business practices. New additions and changes
are underlined.
Changed verbiage from CalFire “B” Engines to “Type 3 Engines” in Statusing Matrix.
Updated membership of CARG
Changed second California CCB member to ‘Proposed” pending approval
Added Attachment D (ROSS Security Audit)
Added verbiage to Water Tender I/A requests.
IMT naming convention corrected for duplicated localgovernment IMT members.
Updated FireCode use.
Remove Ansley Rothell as Field Representative DOI ECC
May 2011
California Change Control Board member changed to Greg Adams
Added Les Matarazzi as DOI GACC Representative
Added Jennifer Rosenberger as Field Representative DOI ECC
Update membership of CARG
Updates and verbiage of section 8.3, section 10.1.5, section 17 attachment B
Added section 8.16 Replacement of lost/broken supplies after return from assignment.
Added section 8.3.4 subordinate requests
Added section 10.4 Out of State Ordering for Local Agreements
February 2012 Removed Attachment D (ROSS Security Audit)
Updated section 17.7 (Intercom Aircraft Dispatch Script)
Added Section 8.17 Unified Ordering Point
Removed Jon Holden as Federal IT Representative Added Carolyn Higgins
February 2013 Add Tim Bozarth as CAL FIRE ROSS Project Manager
Remove Carolyn Higgins as Federal IT Represenative
Remove Mike Morlan as Field Representative CAL FIRE Unit ECC
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Service
ROSS Business Practices and Standards
1
1B1B
1.1
Introduction
19B19 BUU
Purpose of this Document
1.1.1
The primary purpose of this document is to provide the Business Practices & Standards for both
ROSS and the resource ordering process in general.
1.1.2
This document does not replace any “procedural” documents such as ROSS user guides or
training documents. These types of documents provide detail for the actual use of ROSS.
1.1.3
This document supplements CAL FIRE Handbook 8100, the California Mobilization Guide and
the National Interagency Standards for the ROSS Operations Guide (ISROG). Any information
in this document that conflicts with the handbook/guide should be brought to the attention of the
ROSS Project Manager for clarification. This document will be reviewed periodically and may
not reflect the most current policy.
1.2
1.2.1
20B20 BUU
Definitions
Unless otherwise specified, the following definitions apply wherever used in this document:
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“Agency” includes CAL FIRE, USFS, BLM, NPS, and any other equivalent agency.
“ATD” ATD is actual time of departure. Used for air resources only.
“CWN” is Call When Needed. These resources are hired when needed to complete a
specific task.
“DDS” is the data delivery system. This Access based database queries the ROSS database
for numerous different pieces of information. Deactivated June 1, 2009.
“DMS” is the Dispatch Messaging System. This system is used by numerous ROSS users
along with the help desk to send out updates about the program, outages, and other
important messages, including bugs within the program.
“EERA” is an Emergency Equipment Response Agreement. Both private vendors and the
Agency that they are contracting with sign this contract.
“ETE” is Estimated Time En route. Used for air resources only.
“GACC” (Geographic Area Coordination Center) includes CAL FIRE Region Operation
Centers as well OES region dispatch centers
“IRM” Information Resource Manager (Federal Agencies)
“ITS” Information Technology Services (CAL FIRE)
“OES” is the Office of Emergency Services
“RON” Remain Over Night
“Site” refers to a ROSS site: a location or ordering point that may serve multiple agencies.
“Unit” is a generic term referring to any local unit, forest, park, area, region, tribe, etc. as
defined by the Fire Service Field Operations Guide (FOG or ICS 420-1).
“UTF” is a term used for Unable to Fill. This term is used any time a unit is unable to
provide the resource requested.
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VIPR is the Virtual Incident Procurement (VIPR) System. Document Maintenance
1.3
21B21BUU
1.3.1
The CA ROSS Group maintains this document.
1.3.2
Any suggestions for changes to business practices and standards or to this document should be
sent to any member of the CA ROSS Group. Contacts are located in Attachment A
1.3.3
Change Requests for ROSS program and navigation issues may be sent directly to ROSS
Change Board from the ROSS website; http://ross.nwcg.gov/ > Change Board. In addition,
send a copy of the request to the California ROSS Change Board Member Greg Adams.
HH
1.4
22B22 BUU
HH
Revisions
1.4.1
Major revisions to this document will be indicated by underlining additions.
1.4.2
Non-substantial changes such as numbering, format, spelling or grammar corrections, etc., will
not be identified as such.
2
2B2B
2.1
Overview of ROSS
23B23 BUU
Purpose of ROSS
2.1.1
The National Interagency Resource Ordering and Status System (ROSS) project is a National
Wildfire Coordinating Group (NWCG) sponsored information systems development project.
ROSS is a computer software program, which automates the resource ordering, status, and
reporting process. Established in 1997 and chartered by the NWCG in June 1998, the scope of
the project focuses on automating current processes enabling dispatch offices to electronically
exchange and track information near real-time. ROSS tracks all tactical, logistical, service and
support resources mobilized by the incident dispatch community.
2.1.2
ROSS operates in an estimated 400 interagency dispatch and coordination offices throughout
the Nation. Automation of dispatch processes has reduced labor-intensive practices, increased
customer service, improved communications and lowered the costs associated with delivering
services to field operations.
2.2
24B24 BUU
Technical Overview
2.2.1
ROSS Databases
2.2.2
There are three ROSS databases: Production, Practice, and Training. ROSS users normally
have access to the Production and Practice databases. The Training database is available to endusers to use for training.
2.2.3
Servers
2.2.3.1 The ROSS application program resides on servers located at the National Information
Technology Center (NITC) in Kansas City.
2.2.4
Access
2.2.4.1 Access to ROSS is primarily by two methods, Local Application and via Citrix
XenApp.
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Local Application: The ROSS application is installed on the user’s PC. When the
application is launched and the user logs in, data transactions are generated and sent
between the user’s PC and the ROSS application server in Kansas City. These data
transactions travel across agency network systems (LAN and WAN), or across the public
internet. The ROSS application is considered very “chatty”, sending a considerable
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California ROSS Business Practices and Standards
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amount of data. High speed DSL greatly increases performance when using the Local
Application of ROSS.
Citrix XenApp: Citrix is an application virtualization solution that remotely access
ROSS applications located in a server “farm” in Kansas City. Instead of the program
running on the local computer, it is running on the server farm. This method allows
ROSS to run at a very high speed because data is no longer sent across the network.
Access is through an internet browser and can be run over the public internet. ROSS
does not need to be installed on the user’s PC but a small “plug in” to run the presenter
will.
 USFS Citrix Accounts: The USFS has a Citrix farm that only USFS
employees may access. The user name and password is the same as their FS
network account. The url for the USFS Citrix is:
http://apps.fs.usda.gov/Citrix/auth/login.jsp
 Non-USFS Citrix Accounts: There is a separate Citrix farm for non-forest
service users. User accounts must be requested through your dispatch center
ROSS administrator. The url for non-FS Citrix is:
HH https://ross.fs.fed.us/XenApp/auth/login.aspx
HH
3
3B3B
3.1
Access to ROSS (System Logon IDs)
25B25 BUU
ROSS User IDs
3.1.1
Each ROSS User will be assigned a unique ROSS User ID through the NAP. Each Unit will
designate personnel with Privileged access to be responsible for assigning user rolls.
3.1.2
The Account Manager at the Unit can create user IDs. User IDs will be assigned the lowest level
of rights necessary for the user to perform the duties of their assignment.
4
California ROSS Group (CARG)
4.1
Mission
Provide operational oversight of ROSS; Establish and maintain business practices and standards
for the user community in California.
4.1.1
4.2
4.2.1
27B27 BUU
CARG Duties
The California ROSS Group duties may include, but are not limited to:
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Research and decisions on current issues affecting ROSS use in CA;
Addressing on-going CA problems with connectivity, Citrix, CORBA Error, performance
(IT Type problems). Work with agency IT/ISO entities to find solutions;
Review, Approval and Submission of change requests to the CA Change Management
Board Rep;
Annually updating and publishing the CA ROSS BP&S prior to fire season;
Formal request of assistance to the National ROSS Team;
Creation of Ad-Hoc groups for special tasks;
Coordinating training classes & use of the CA ROSS Training Database;
Coordinating the curriculum of CA ROSS Training Classes for consistency;
Keep current on new ROSS deployments and features;
Disseminate ROSS information that affects all agencies and ensure it gets to the field;
Assist with ROSS database clean-up projects as a group;
Develop, update & publish the group’s contact list & charter and post to CA ROSS Website;
http://ross.nwcg.gov
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
4.3
28B28 BUU
California ROSS Business Practices and Standards
March 2013
Set up annual ECC Tours to review ROSS operations & issues. Have the closest member
complete reviews in the vicinity of their office. Set up a reporting format that can be easily
used by members and consolidated for a statewide report.
The Organization of the California ROSS Group (CARG)
4.3.1
Agencies: USFS, DOI, CAL FIRE, OES, Local Government.
4.3.2
Representatives
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4.3.3
5
5B5B
5.1
CAL FIRE ROSS Project Manager
USFS ROSS Project Manager/Operations Northern California
USFS ROSS Project Manager/Operations Southern California
OES Fire Rescue ROSS Project Manager
DOI GACC Representative
CAL FIRE Northern Region OCC
CAL FIRE Southern Region OCC
Field Representative CAL FIRE Unit ECC
Field Representative USFS ECC
Field Representative DOI ECC
Field Representative Contract County ECC
CAL FIRE IT Representative
Federal IT Representative
ROSS Team Subject Matter Expert – California
California ROSS Change Control Board Representative – Federal (Proposed)
California ROSS Change Control Board Representative - State (Proposed)
UU
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Quarterly or Bi-Annual Meetings (at a minimum) should be established in advance and
dates/locations set with all members. Some conference calls may replace meetings. Invite
related group representatives (ECC Chief, CA Dispatch Steering Committee, etc.) to make
presentations. Publish meeting dates.
ROSS Administration
29B29 BUU
NEW ROSS Sites.
5.1.1
All new ROSS sites must be submitted to the California ROSS Group (CARG) for approval.
5.1.2
Local Government agencies requesting ROSS will comply with OES Fire Branch Operations
Bulletin #40. Agencies may download Bulletin #40 at:
5.1.3
5.2
HH
30B30 BUU
http://www.firescope.org/reference-materials/reference-docs-oes.htm
ROSS Position Code approval process
5.2.1
The Authority to add Position Codes into ROSS is retained by the CARG via the National
Interagency Coordination Center.
5.2.2
Should the need arise to create/add a Position Code into ROSS that is not currently utilized by
NWCG the following process shall be adhered to:
5.2.3
Local Unit/Forest will submit the position code to a CARG member (see attachment “A”) with
the following information.
http://ross.nwcg.gov
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5.2.3.1 Description of position
5.2.3.2 List the formal training that may be required for the position.
5.2.3.3 ICS functional area, i.e. Plans, Ops, etc..
5.2.4
The CARG member will submit the request to the appropriate representatives who will review,
research and/or approve.
5.2.5
CARG may submit the proposed position code to NICC for its consideration as a nationally
used position code.
5.3
31B31 BUU
ROSS Change Control Process
5.3.1
Nationally, there is a process for any ROSS user to submit change requests through the ROSS
help desk.
5.3.2
The CARG will appoint a representative from the dispatch community, to the ROSS Change
Control Board for a term of two years. This person will represent the interests of the California
agencies as well as the national dispatch community. The terms will alternate between a
California Federal employee and a State employee. The appointee will become a member of the
CARG.
5.3.3
A change request is defined as a suggestion to improve or modify the system. These requests
may be submitted to the ROSS help desk by email ( [email protected] ) or phone
(1-866-224-7677) Information with each submission should include the following: Date, name,
email, phone number, Unit/Forest ID, agency and a description of the change, suggestion or
idea.
HH
HH
5.3.4
The ROSS Change Control Board Member will receive a list of the suggestions from the help
desk and bring them to the CA ROSS Business Practices and Standards working team for
prioritization prior to the ROSS CCB meeting.
5.3.5
For ROSS software problems contact the ROSS Help desk for resolution. The ROSS Help desk
will notify the person if it is a known problem, training issue or an enhancement.
5.4
32B32 BUU
5.4.1
Roles and Responsibilities:
A complete list and detailed description of accounts and roles is located at the ROSS homepage:
http://ross.nwcg.gov/ > Documents Library > Production Documents > “Access Role
Descriptions”
HH
5.4.2
5.5
5.5.1
5.5.2
HH
Units should make their own policy for administrative access to ROSS. There should be a
minimum of one primary and one alternate at each unit to administer the ROSS resource data.
This will require yearly maintenance, prior to fire season and also each time personnel transfer
or new equipment or crews are brought on line. There should be no reason for outside
personnel visiting the unit to have administrative access to a unit’s resource data. Roles
provided to a person assigned to help the unit should also be removed when their assignment is
over. GACC personnel or designated “super-users” will normally have full access to all units,
to assist the unit but will not change anything without conferring with the ECC Manager.
33B33 BUU
Suggested roles for ROSS user accounts:
For suggested roles refer to:
HH
http://ross.nwcg.gov/
http://ross.nwcg.gov
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5.6
and
http://ross.nwcg.gov/documentslibrary/production/ROSS_Access_Role_Descriptions_v2.13_Jan2
011.pdf Selection Areas
34B3 4BUU
5.6.1
There are three ordering affiliations available in ROSS: Selection Area, Direct Order, and Place
Up. In addition to these, there are several other functions in ROSS that facilitate the placing and
filling of requests.
5.6.1.1 In most cases, the ‘Selection Area Affiliation’ in ROSS will serve to replicate current
business practices governing who can place a request to whom. Due to the
complexity of all the possible combinations; the GACC’s will be responsible for
setting up these affiliations for all Units in ROSS. For the Mutual Aid system, each
OES Region will set these affiliations for the operational area within the region.
OES Headquarters will set the selection areas for the Regions. If there are
problems, additions or changes to your Unit’s affiliations, please contact your
agency’s ROSS Administrator at the respective GACC. The only approved
deviation from normal dispatch ordering channels will be those that are negotiated
by agreement.
5.6.2
Below are the descriptions of these ordering affiliations:
5.6.3
Selection Area
5.6.3.1 Allows a Parent Dispatch Center to set up a Selection Area for their Subordinate
dispatch centers. (All incidents regardless of the host)
5.6.3.2 Parents may limit authorization to order down to the Category (i.e. all air tankers)
5.6.3.3 Place Up Authorized in selection area allows receiving unit to place up to parent.
“Place Up Authorized” not recommended.
5.6.4
Direct Order:
5.6.4.1 Allows a Parent Dispatch Center to set up a Direct Order affiliation for their
subordinate dispatch office. Direct Order Affiliation must be limited to a specific
Catalog Category (i.e. Air tanker) and may be further restricted to a specific catalog
item (i.e. Air tanker, Type 1)
5.6.4.2 The Direct Order Affiliation only allows the Unit that receives the request to fill or
UTF a request placed to them via direct order.
6
Problem Escalation Process
6B6B
6.1
35B35 BUU
6.1.1
ROSS Application Issues
For ROSS application problems/technical assistance:
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6.2
6.2.1
36B36 BUU
Use help menu in Active ROSS, this will take you to help for the current screen
Contact neighboring unit(s)
Contact local unit ROSS subject matter expert
Contact GACC
Contact ROSS Help desk at: 1-866-224-7677 or email at [email protected]
HH
Hardware/Network/Connectivity Issues
For individual PC/hardware issues, report them through your normal PC support channels.
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Ver. 2.2.8
California ROSS Business Practices and Standards
March 2013
 Site outages caused by network-related problems should be reported through the normal
channels used to report PC and network problems.
 You can confirm the status of the ROSS server by calling the automated ROSS Server Status
system at 1-866-224-7677.
 For site-specific trouble shooting, see section 13 ROSS Business Continuity & Recovery
Plan The GACC shall be notified whenever a site is experiencing an “outage” so other
arrangements can be made.
 The GACC will ensure that the appropriate California ROSS Project managers are notified
of the problem.
In the event of an area-wide outage usually caused by network problems, the GACC personnel
will contact IT Technical Support direct.
13B13B
6.2.2
6.2.2.1 For CAL FIRE systems: During normal business hours,

Contact the CAL FIRE local ITS coordinator. After normal business hours, contact
the CAL FIRE IT Duty Officer via Pager (916) 423-9458.
 In addition, the CAL FIRE ROSS Project Manager should be notified.
6.2.2.2 For Altaris CAD to ROSS interface issues:


Confirm ROSS is working properly on a stand-alone system. If ROSS is not
working on the stand-alone system see section 2.2.1 for reporting procedures.
If ROSS is working properly on the stand alone system, contact the CAD Support
Pager ( [email protected] )
o Explain the problem in detail to the CAD Support technician. The
technician will determine the next step.
HH
HH
o After troubleshooting, the CAD Support technician will determine the
need to contact the ROSS Help Desk.
o At this point, the CAD Support technician will be the primary contact for
ROSS technical support.
6.2.2.3 For Forest Service Systems: Contact End User Support Center (EUSC) at (888) 4263872.
6.2.2.4 For Bureau of Land Management contact your local or State Office IT
6.2.2.5 For National Park Service, contact your local or Regional IT
6.2.2.6 For Contract Counties, contact your local IT
6.2.2.7 For Local Government ROSS command centers, contact your local IT
6.3
6.3.1
37B37 BUU
Links and Other Help Sources
ROSS help sites
 National ROSS Webpage:
http://ROSS.nwcg.gov
 California ROSS Webpage: http://www.fs.usda.gov/detail/r5/fireaviation/management/?cid=stelprdb5366898
 ROSS Helpdesk E-mail:
[email protected]
 ROSS Helpdesk Phone Number:
1-866-224-7677
HH
HH
HH
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7
7B7B
7.1
Data Standards and Requirements
38B38 BUU
Maintenance Requirements
7.1.1
ROSS Data Administrators at each site are responsible for entering and maintaining accurate
resource data for their site.
7.1.2
Note: Data administrators are no longer able to edit organizations and related information. The
National ROSS help desk must make all changes. Refer to Attachment C.
7.1.3
Data Administrators will only enter or modify data under their control.
7.1.4
It is recommended that common locations, such as district offices, fire station, helispots, request
number blocks that need to be split, geographic features, etc, be entered and updated prior to fire
season each year.
7.1.5
Data Administrators should do a complete data “clean up” after January 1 and prior to fire
season.
7.2
39B39 BUU
7.2.1
7.3
Resource Naming Standards
Data Administrators will ensure that all data follows the California data standards for naming
conventions. (Refer to CA ROSS Implementation Plan appendix O).
40B40 BUU
Status, Rosters and Manifests
7.3.1
A complete resource availability status shall be updated daily by 1000 hours or earlier per
Agency needs.
7.3.2
Equipment and Crews:
7.3.3
When responding off-unit or out-of state, all Wild land agencies will roster. Rosters must be
completed prior to re-assignment or release from initial incident.
 Private Hire/Contract Equipment and Handcrews will not be rostered in ROSS.
7.3.3.1 Federal:

All federal resources will be rostered before leaving the unit.

Contract crews can be manifested.
7.3.3.2 CAL FIRE:

CAL FIRE will roster the resources using the following qualifications:

Engines: Engines will be statused with configuration,
o Example: CAL FIRE engine supervisors’ qualification of ENOP and the
CAL FIRE engine crew members’ qualification of FFT2.
Type 3 engines with “3-0” staffing will be set available to GACC. Engines with less
than “3-0” staffing and camp engines will be statused as “Local Only”
Dozers and Dozer Tenders will be rostered.
o Dozer’s with DZIA
o Dozer Tenders
Crews: Crews will be rostered with the crew captain only. Show the qualification as
CRWB. Crews will be assumed to have a count 17 when planning for meals. The
need to include the number of inmates is no longer necessary.



7.3.3.3 Contract Counties will roster when Type 3 Engines leave the unit.
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Ver. 2.2.8
California ROSS Business Practices and Standards
March 2013
7.3.3.4 Local Government resources are not required to be rostered.
7.4
7.4.1
41B41 BUU
Aviation Resources
Airtankers:
7.4.1.1 Airtankers will be filled using the assigned tanker number. ROSS rosters are not
applicable to this resource.
7.4.2
Helicopters:
7.4.2.1 For all Federal Call When Needed (CWN) helicopters, support requests will be
generated for the manager and crewmembers.
7.4.2.2 For Federal Exclusive Use helicopters will be filled with a rostered module.
7.4.2.3 For State CWN helicopters, support request (preferred method) or separate O#’s can be
generated for the manager.
7.4.2.4 For State owned and operated helicopters, will be filled with a roster, which includes
the helicopter pilot.
7.4.3
Air Attack Platforms:
7.4.3.1 Federal and State Air Tactical resources will be ordered with configuration and filled
with roster that includes the ATGS.
7.4.3.2 If only the aircraft is ordered, there will be no roster. A support request can be created
later for the ATGS so the two resources are joined.
7.4.4
Lead Planes & ASM:
7.4.4.1 Lead Planes and ASMs will be ordered “with Configuration” and filled by tail number
and will be rostered with pilots name (and ATGS if ASM) and call sign (i.e. “Lead
59”). Pilot swaps will be documented by using additional subordinate requests. If an
aircraft is swapped, document with a new request for a replacement aircraft. Attach a
new roster (pilot name) to the new aircraft.
7.4.5
Smokejumper:
7.4.5.1 A roster can be done for all smokejumpers that jump or support orders can be created,
but will be filled upon completion of the mission by the GACC. Smokejumper
boosters will be requested as single Overhead numbers. Extra smokejumper planes
will be requested as aircraft.
7.4.5.2 Smokejumpers sent IA out of state will be sent with a ROSS roster.
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Ver. 2.2.8
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March 2013
STATUS and ROSTERING MATRIX
104B10 4B
Federal
Statused by
Resource Type
GACC
Airtanker
(Nationally statused
by NICC)
Air Attack
NICC
Leadplane
ASM
SMJ Aircraft
Type 1 Helicopter
Type 2 Helicopter
Type 3 Helicopter
Type 1 IMT
Type 2 IMT
Engine
Contract Engine
Dozer
Type 1 Crew IHC
Type 2IA or 2 Crew
National Contract
Crews
Overhead
Resource Type
Controlling
Unit
NICC
Local
GACC
Locally
determined
X
X
X
X Exc.
X Exc.
X Exc.
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
Statused by
GACC
National
X
Locally
determined
STATE
Fill w/
Roster
Availability Area
Locally
determined
X
X
X
X
X
X
X
X
X
X
Local
GACC
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
Availability Area
Controlling
Unit
X
Fill w/ Roster
National
Airtanker
Air Attack
X
X
X
X
X (ATGS only)
Type 2 Helicopter
X
X
X ( Section 3.4 )
X
By the GACC
X
X
X
X
X
Type 1 ICT
Type 3 Engine 30 staffing and
above
Camp Engines
Dozer
UU
UU
http://ross.nwcg.gov
X
X
X
X
X
Page 16 of 48
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Ver. 2.2.8
California ROSS Business Practices and Standards
March 2013
Statused by
Availability Area
STATE
Type 1 Crew

X
X (CRWB only)
National Contract Crews are available nationally unless committed on preposition or an
incident.
Contract Engines will be statused at the upper Preparedness Levels at the request of the GACC.
Resources responding out of state are always required to have a roster.


7.5
X
Fill w/ Roster
42B42 BUU
7.5.1
Hired Equipment
FOREST SERVICE,
7.5.1.1 Contracts/VIPR DPL lists will be entered into ROSS as required by national direction.
(Reference National Interagency Dispatch Standard Operating Guide for Contract
Resources, May 2009). These contracts resources will be entered into ROSS
databases under “Contracts” and filled using the “Contracts/Agreements tab. All
other “Contracts” resource will be filled in ROSS using “Fill with Agreement”. ( See
Section 8.5)
UU
UUHUHU
7.5.2
OTHER FEDERAL AGENCIES,
7.5.2.1 Contracts resources will be entered into ROSS databases under “Contracts” and filled
using the “Contracts/Agreements tab.
UU
7.5.2.2 Contracts/ incident only EERA resources not created in ROSS as a “Contracts”
resource will be filled in ROSS using “Fill with Agreement”. ( See Section 8.5)
UU
UUHUHU
7.5.3
CAL FIRE,
7.5.3.1 Contracts/EERA resources will be filled in ROSS using “Fill with Agreement”. ( See
Section 8.5)
UU
UUHUHU
7.5.3.2 CWN helicopters will be filled in ROSS using Contracts/Agreements tab.
7.6
7.6.1
7.6.2
7.6.3
43B43 BUU
OES/Local Government dispatch hierarchies
OES owned equipment will be entered per ROSS Data Entry Standards
HH
http://www.fs.usda.gov/Internet/FSE_DOCUMENTS/stelprdb5366925.pdf
All local government equipment dispatched via a CAL FIRE Local government Dispatch
contract will be entered under that CAL FIRE dispatch center.
7.6.3.1 CAL FIRE Command Centers have the option to allow Local Government resources
they use on I/A incidents to reside in the most appropriate ROSS database.
7.6.3.2 Centers must keep OES Strike Team identifiers in the Operational Area (X) database.
7.6.4
All local government equipment with their own dispatch centers that are non-ROSS users will
have their equipment entered by the operational area under the operational area dispatch login.
7.6.4.1 In the event the operational area is a non-ROSS user, the OES Region will stand in for
data entry and status roles.
7.6.4.2 Local Government and OES engines
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Ver. 2.2.8

7.7
44B44 BUU
7.7.1
California ROSS Business Practices and Standards
March 2013
RECOMMEND these resources be maintained as Available/Local in ROSS for all
engines available on the CAD. If a local fire department reports an engine out of
service it will be changed to unavailable in both CAD and ROSS.
WEB Status
Web status for Vendors
7.7.1.1 Application of this feature will be determined by agency policy.
7.7.2
Web Status Agency Overhead
7.7.2.1 Application of this feature will be determined by agency policy.
 See the ROSS Web site for Quick Reference Card on web-statusing.
Three levels of status/availability:
7.7.3
7.7.3.1 Local-Available local area only. The resource can be seen by the home dispatch center.

Incident Management Team personnel who are on call should be statused as “Available
Local” only, in order to avoid appearing to be available as an individual resource to the
GACC.
7.7.3.2 GACC-Available within the GACC. The resource can be seen by the home unit and the
GACC.
7.7.3.3 National-Available anywhere in the nation. The resource can be seen by the home
dispatch center, the GACC and NICC.
8
8B8B
8.1
Dispatch
45B45 BUU
Mandatory ROSS Input Requirements
8.1.1
Commitment of aircraft will be entered at the time of dispatch so aircraft status will be current.
8.1.2
Commitment of crews will be entered within ten (10) minutes.
8.1.3
If, after thirty (30) minutes, it appears the incident will continue to impact a unit’s resource base,
unit equipment and overhead resources will be entered into ROSS.
8.1.4
Any requests for resources from outside the unit, other than I/A, must be entered and placed in
ROSS immediately.
8.1.5
All incidents, to which federal resources respond, require a financial code. For emergency
incidents, the code is generated by the FireCode program and entered into ROSS, allowing all
federal units to use the same charge code. The federal unit initiating the incident will put the
FireCode into ROSS.
8.1.5.1 Non-federal units that have interagency or collocated federal partners. The federal
partner will generate the FireCode.
8.1.6
Example: If Shasta Unit has an incident with federal resources assigned, Shasta-Trinity
National forest will generate the FireCode for the incident.
8.1.6.1 The first federal unit assisting a standalone non-federal unit will also generate the
FireCode and enter it when they fill a request.
8.1.7
Example: Mendocino Unit (CAL FIRE) has a fire and requests resources from Mendocino
National Forest. Mendocino National Forest will generate the FireCode for the Mendocino
Unit’s incident.
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Ver. 2.2.8
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The exception to this practice is when a non-federal unit has an incident, which is outside of the
GACC and the federal unit is unable to create the fire code. The GACC that has the incident
will create the FireCode.
8.1.8
8.1.9
Example: Santa Clara Unit (CAL FIRE) has a fire and they request that Stockton Reload Base
(USFS), which is located in SOPS and managed by the Stanislaus National Forest. Be opened
and used to support the fire and it is the only federal resource that is connected to the incident.
The Stanislaus National Forest, who manages the base, will contact SOPS and SOPS will advise
NOPS to issue a FireCode for the incident.
8.1.10 Forest Service FireCodes require a preface of P and then the region number (or alpha character
if responding to a non-FS incident) before the FireCode. They also follow the FireCode with a
unique Region/Unit override code. Example: P5C2HL 0505. In this example, the C2HL
represents the FireCode and is usable by the Department of Interior Agencies. P5 identifies the
region, and the override 0505 identifies the specific forest.
8.1.10.1 Non-FS incidents have an override of 1502
8.1.10.2 The Forest Service can no longer utilize FireCode when they establish Preposition or
Support incident orders. They will utilize a unique FS financial code (WFSU code)
and the unique override for the Region/Unit. They will also open a FireCode for DOI
resources to charge to if they fill a request for preposition or support. Both of these
will be put into ROSS as the financial codes.
 Example: ONC Support - Incident Number CA-ONC-00009
 FS Code WFSUNO 0520
 DOI Code C7XX
8.1.10.3 The Forest Service may use the P-code/FireCode when supporting a single incident.
The WFSU codes will be utilized when supporting multiple incidents and then only
salary is charged to the WFSU code.
8.2
46B46 BUU
The use of Altaris CAD to ROSS interface will be required for all CAL FIRE ECC’s.
8.2.1
8.3
Transfer of Information from CAD to ROSS
47B47 BUU
Requests
8.3.1
Out-of-Unit Resources: Requests, other than initial dispatch, for out-of-unit resources must be
placed through the GACC.
8.3.2
Name Requests:
8.3.3
8.3.2.1
The ordering unit must confirm availability for the individual being requested prior to
placing the request.
8.3.2.2
Name Requests will be UTF’ed back to the requesting agency if the individual is not
available. The request will be cancelled and the incident notified.
8.3.2.3
If the position is still needed on the incident a new request will be generated and
placed/filled appropriately
General information
8.3.3.1
Communication between the local ECC and the GACC is paramount during high fire
activity. The GACC will normally place a phone call to the ECC when a request is
placed to that unit. In times of high fire activity there may be times when this is not
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Ver. 2.2.8
California ROSS Business Practices and Standards
March 2013
done but ECC’s should expect requests in ROSS. Monitoring the Pending Request
Screen and correctly setting up the Action Notifier in ROSS so that you are prompted
when a request is placed should be mandatory and is the responsibility of the ECC to
monitor. When activity involving the OES ordering system is initiated, it is
mandatory that a call be made, as these sessions may not be monitored as closely
as the wild land agency sessions. Use of Documentation and placing a call to the
GACC when no more resources are available should be done so that time is not
wasted placing needlessly requests. This issue is complicated by changing shifts at
the GACC and ECC, escalating incident numbers and needs, and improper statusing
which will show a resource available when it is not really available. Open
communication is something we all need to practice.
8.3.4
Subordinate requests
8.3.4.1
ROSS assigns subordinate request numbers to the resources that are filling positions
on an assignment roster for a parent request that has been filled with a configuration.
Members of an overhead team, fire crew, exclusive use helicopter, engine, etc. may
fill a subordinate request as part of an assignment roster (see Roster Screen for
complete list).
8.3.4.2
For example, the parent request for a Type 6 Engine is request number “E-16” the
subordinate crew members on the assignment roster would be numbered, “E-16.1,”
“E-16.2,” “E-16.3,” and so on.
8.3.4.3
When adding subordinate requests:
- You can add a subordinate request only to a parent request filled with a
configuration.
- Either the sending or receiving unit may add a subordinate request to a parent
request. When rotating personnel, the receiving unit may permit the sending unit to
add additional subordinate requests on rare occasions.
8.3.4.4
Example #1: A parent request has been filled with a configuration for an exclusive
use type II helicopter and the resource is currently “At Incident.” The receiving unit
(Incident Host) should create subordinate requests for replacement helicopter crew
members as needed.
8.3.4.5
Example #2: A parent request has been filled with a configuration for an exclusive
use type II helicopter and the resource is currently “Reserved.” The filling unit can
create a subordinate request to add an additional trainee to the assignment roster.
8.3.4.6
Example #3: A parent request has been filled with a configuration for an engine. The
receiving unit can create a subordinate request to replace a subordinate released for an
emergency. When created, select the (default) radio button option “Place Directly
with Filling Organization”.
8.3.4.7
Add Documentation action. Documentation is mandatory when permission is granted
by the receiving unit for a subordinate request to be added by the sending unit.
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Ver. 2.2.8
8.4
48B48 BUU
8.4.1
8.5
8.3.4.8
California ROSS Business Practices and Standards
March 2013
Add Documentation action. Documentation is mandatory when a subordinate request
for a replacement resource is placed through the established ordering chain rather than
direct to the filling unit.
8.3.4.9
A Preorder cannot be selected when adding a subordinate request.
Quick Fill
Quick fill is for unit resources only.
49B49 BUU
Fill with agreement
8.5.1
Do not use the “fill with agreement” function if the resource is in the database.
8.5.2
CAL FIRE ECC’s will use “Fill with agreement” for hired equipment. Hired equipment should
not be included in the ROSS resource database.
8.5.3
Naming Conventions
8.6
8.6.1
50B50 BUU
8.5.3.1
Refer to ROSS Documents Library at http://ross.nwcg.gov/
8.5.3.2
Unique identifier may be added at end of name
Aircraft Dispatching
For all air resource movement, the minimum information needed to process the order is lat/long,
frequencies, hazards, reload base, and mission priority. Air or ground contact, elevation and
descriptive location information should be given, if known, but should not hold up the order.
All other required information, job code etc, will be passed when complete. The intercom will
be used for IA Aircraft/ followed by the order in ROSS (Refer to Attachment B
“ Intercom/Dispatch Net Use ”.) For GACC to GACC IA aircraft requests refer to the CA MOB
Guide.
HH
8.6.2
HH
Initial Attack
8.6.2.1
Unit will direct dispatch the closest air resources within the established “zone of
influence”.
8.6.2.2
Unit will complete the Header Information and commit the resources in ROSS.
8.6.2.3
The unit will notify the GACC by use of the intercom.
8.6.2.4
The dispatching unit will provide full dispatch information to the airbase or helibase
per the Intercom Instructions (See Attachment B, “ Intercom/Dispatch Net Use ”).
HH
8.6.2.5
HH
The dispatching unit shall provide ATD and ETA information (See Travel Section
8.11 ) then notify the ordering unit, and GACC via the Intercom.
HH
HH
8.6.3
8.6.4
 Use ETD and ETA when using the Travel with Itinerary feature.
Additional Requests:
8.6.3.1
After utilizing air resources from zone-of-influence bases, Units will place all other
requests in ROSS to the GACC. The requesting unit will advise the GACC via the
intercom. The GACC will receive this information in ROSS.
8.6.3.2
The GACC will place the aircraft requests in ROSS to the providing units for fill.
Status:
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Ver. 2.2.8
California ROSS Business Practices and Standards
March 2013
Aircraft released to their home unit will be placed in the appropriate status
(available/not available, etc.) upon landing.
8.6.4.1
8.6.5
Reassignment/Divert Tactical Aircraft:
8.6.5.1
8.6.6
Reassigned aircraft while MOB en route will show an outstanding request back to the
original requesting unit.
Aircraft Types:
8.6.6.1
The following information is pertinent to the dispatching of individual aircraft types:
8.6.6.2
Airtankers:

All airtankers are released from incidents each evening and requested again the
following day if needed.
 If an out-of-GACC Federal airtanker is filled on an incident, the tanker will be
released each evening. If we have permission from the sending GACC to keep the
tanker, it will be reassigned to a California GACC pre-position order in ROSS. It
can then be reassigned to new local incidents, and provides payment documentation.
The tanker will remain on a GACC pre-position order in ROSS when not assigned to
a local incident, until it is moved out of the GACC on another order or returned to
the base who sent it.
8.6.6.3 Helicopters:

Helicopters ordered and filled in ROSS will remain assigned on incident. They may
be kept on incident orders until they are not needed.
 Helicopters do not need to be re-requested each day.
 CAL FIRE: To fill a CWN helicopter, the unit will access the resource under the
Contracts/Agreements Tab. Click on the non-local resource radio button, and then
fill the request with travel information included.
 Federal: CWN helicopter request need to placed to the GACC
8.6.6.4 Air Attack:

If a Federal exclusive use or an out-of-state exclusive use Air Attack is filled on an
incident, it can remain assigned to the incident until released. The Air Attack will
remain on a GACC pre-position order in ROSS when not assigned to a local
incident, until it is moved out of the GACC on another order or returned to the
sending unit.
Lead Planes/ASM:

On CAL FIRE fires, Lead Planes and ASMs are to be released from incidents each
evening and requested again the following day if needed.
8.6.6.5

On Federal fires, Lead Planes and ASMs remain assigned to the incident until released.
8.6.6.6
Call-When-Needed Fixed-Wing (CWN Aircraft):
 CWN Aircraft will be ordered through the established dispatch channels.
8.6.6.7 Smokejumpers:
 IA orders for Smokejumpers will be requested as “Load, Smokejumper, Initial Attack”. A
flight plan is required only if leaving the GACC.
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Ver. 2.2.8

8.7
California ROSS Business Practices and Standards
March 2013
Smokejumper Booster orders will be ordered and filled as Overhead, with individual request
numbers.
Water Tenders
8.7.1
Initial Attack requests:
8.7.1.1
8.8
In order for closest available Water Tenders to be recommended, requesting units
should use “Tender, Water, Type Any”.
Requests to Interagency Centers
8.8.1
An outstanding request placed by a GACC to the Unit will first be placed internally to the Unit
having the same parent agency as the requesting Unit.
8.8.1.1
If UTF, other agencies within the unit may attempt to fill.

8.8.1.2
8.9
8.9.1
52B52 BUU
For example, the Sierra NF (Parent Agency=USFS) generates a request that
eventually is placed [through South Ops and North Ops] to Susanville dispatch. The
CA-SNF incident ID would identify the first-right-to-fill to the Lassen NF (Parent
Agency=USFS), so the Susanville dispatcher internally checks availability of LNF
Forest Service resources first. If no LNF resources can fill the order, the Susanville
Interagency ECC Dispatcher can consider the other agencies dispatched by
Susanville: NOD, LNP and LMU. This allows the other agencies represented by
Susanville to consider the request.
If Unit is unable to fill from any of their “represented” agencies, the Unit will “UTF”
the request to the GACC.
8.8.1.3
Agency specific resource requests will be either filled by that Agency or UTF’ed.
8.8.1.4
This procedure does not apply to out-of-state orders.
Fill or UTF Time Limits
Thirty (30) minutes is the allotted time guideline for processing requests, either by a “Fill” or
“UTF”. During periods of high activity, there will be exceptions. Dispatch centers are
encouraged to communicate with each other when the 30 minutes does not seem practical.
8.10 Release
8.10.1 Excess resources will usually be released upon completion of demob.
8.10.2 The Tentative Release function will be used as directed by the GACC to indicate that out-of-unit
resources are becoming available. (See section 11.11)
8.11 Travel
8.11.1 Travel information is extremely important to the receiving unit and must be taken seriously.
Make sure this field is filled in as accurately as possible. Do not put unrealistic ETA times in
this field and take extra care when estimating delivery time. Updated travel times can be edited
into the request by the filling unit or the GACC if one of the units in the ordering chain is
contacted before the ETA time is met. A follow-up phone call is advised
8.11.2 For IA assignments, filling (ETD/ETA) or placing “at Incident” is acceptable.
8.11.2.1 For Aircraft Travel, the ROSS program asks for Actual Time of Departure (ATD) and
Estimated Time En route (ETE), (i.e. 1 hour + 10 minutes). The program calculates
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Ver. 2.2.8
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the Actual Time of Arrival, but does not display it on the screen. This is slightly
different from the travel itinerary for Equipment, Crews and Overhead.
8.11.3 Travel information will be completed for all ground resources traveling to or from incidents per
agency policy.
8.11.4 Travel information should be completed in sufficient detail that a route of travel can be
determined. This means including ALL legs of travel.
8.11.5 Units will be using the ROSS Travel Itinerary function to document and confirm travel
itineraries and schedules within the State and out of State.
8.12
55B55 BUU
Frequency Requests
8.12.1 All frequency requests shall be placed to the Region/GACC.
8.13
56B56 BUU
Closing Incidents
8.13.1 A status check of all open incidents must be completed daily.
8.13.2 Designate a time during a shift (either day or night) that a status check/clean-up will be done.
Ensure that when incidents are re-opened for research, they are closed as soon as the
information needed is retrieved.
8.13.3 If all resources are closed, reassigned, or cancelled on an incident, then the incident should be
closed upon completion and can be reopened as needed for cost recovery and billing
information.
8.13.4 Each unit will ensure that released resources are placed in the appropriate status.
8.13.5 If requests are pending, check to see if they still need to be placed or filled.
8.14
57B57 BUU
Notifier Use
8.14.1 Notifier will be used to alert dispatchers of ROSS activity. Be sure to set your personal
notification settings for the job i.e. (IA dispatcher vs. expanded dispatcher) you will be doing
that day when logging on. This must be completed for each center that you login into, but only
once for that center.
8.15
58B58 BUU
Contract County Use of ROSS
8.15.1 Contract Counties are responsible for inputting their incidents into ROSS.
8.16 Replacement of lost/broken supplies after Returned From Assignment
8.16.1 If a resource arrives home from an assignment and determines that replacement supplies are
needed the following procedures will be followed within 30 days of demobilization:
8.16.1.1 Determine the type and amount of supplies needed to be purchased by the local
agency
8.16.1.2 The incident will be contacted for approval of this supply purchase (name and position
of the person giving/denying the approval will be obtained)
8.16.1.3 Supply Support requests will be created and filled/released appropriately
8.16.1.4 Documentation will be added to the request(s) including the name and position of the
person at the incident giving the approval
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8.17 Unified Ordering Point
8.17.1 When an incident involves more than one jurisdiction and a Unified Command is activated, a
Unified Ordering Point (UOP) shall be agreed upon by the Unified Command ICs; all requests
for resources in ROSS shall be made by the UOP.
8.17.2 The purpose of the UOP is to all agencies involved in the incident the opportunity to fill
requests at the lowest level, including the use of local mutual aid assistance, to avoid duplication
of orders and to provide a single system for tracking resources for cost share agreements. For
additional information and guidelines regarding the UOP refer to the California Mobilization
Guide.
9
9B9B
9.1
10
10.1
Intercom/Dispatch Net
59B59 BUU
10B10B
See Attachment B
Mutual Aid Resource Ordering
60B60 BUU
In-state ordering
10.1.1 Place all local Government non-ROSS resource providers into the OES operational area
dispatch center database or the active ROSS I/A dispatch center.
10.1.1.1 With the exception of local Government non- ROSS users; resource provider Fire
Departments that are dispatched directly via contract agreement by CAL FIRE,
Contract Counties or Contra Costa County.
10.1.2 Wild land agencies will set up a Contract/Agreement between the agencies involved in their
local agreement.
10.1.2.1 Dispatch centers have the option to attach resources to the agreement once the
agreement is created or at the time of dispatch.
10.1.2.2 This allows the resource to remain in the OES operational area, or the active dispatch
center, and be available to the wild land agencies through the Contracts/Agreement
Tab.
10.1.3 Wild land agencies can fill local agreement orders for single increment resources or strike teams
by utilizing the Contract/Agreement Tab. This process does not apply to Overhead Team
members. (Refer to 11.15)
10.1.3.1 Orders for resources beyond the local agreement and requests for Strike Teams will
be placed to the OES operational area dispatch center where the fire is occurring.
10.1.3.2 The agency responsible for the OES operational area will login to that center’s
database after the resource is released from an incident and set that resource available.
10.1.4 When an agency utilizes the Contract/Agreement Tab to fill a resource that same agency shall
ensure the resource is set as available after returning from assignment.
10.1.5 Resource ordering via the California Fire Assistance Agreement and/or California Master
Mutual Aid Plan will be placed to the OES operational area dispatch center for processing.
10.1.5.1 Local Government, (LG) single resource overhead orders will be placed to the local
operational area for processing. If a LG overhead cannot be filled at the local
Operational Area it will be placed up to the OES Region level and if necessary to
OESH for processing.
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10.1.5.2 OES Overhead Request form to justify the name request must accompany name
Requests for local government personnel. OES will deny the request without the
justification. The form is available on line:
http://www.oes.ca.gov/Operational/OESHome.nsf/PDF/NameRequestMemo/$file/Na
meRequestMemo.pdf
HH
10.1.5.3 In ROSS, the GACC will place it to California Office of Emergency Services (OES)
Headquarter, CA-OESH.
10.1.5.4 Local Government Name requests are placed to CA-OESH , who in turn places the
request to the appropriate Operational Area. CA-OESH takes action on in state and
out of state name requests for Local Government Name requests.
10.2
61B61 BUU
Processing out-of-State requests for OES/Local Government resources.
10.2.1 Out of State Requests will be placed to OESH for processing,
10.2.1.1 Except for local agreements and procedures
10.2.2 Name Requests for local government personnel must be accompanied by the OES Overhead
Request form to justify the name request. OESH will deny the request without the justification.
The form is available on line:
HH



10.3
62B62 BUU
http://www.calema.ca.gov/FireandRescue/Pages/Documents-and-Publications.aspx
The GACC will receive the request in ROSS.
In ROSS, the GACC will place it to California Office of Emergency Services
Headquarters, CA-OESH.
OESH takes action on all out of state Local Government Name request.
Out of State Requests for CAL FIRE resources

Refer to 8100 Procedure # 600
10.4 Out of State Ordering for Local Agreements
10.4.1 Agencies with a Local, Automatic or Mutual Aid agreement in place across state lines may
request that direct ordering be allowed and the selection area opened in ROSS.
10.4.2 Orders will be for Initial Attack Resources only. Further requests should go through the
established ordering process (see 10.2).
10.4.3 IA resources will be limited to Equipment and Overhead.
11
11.1
11B11B
Additional Dispatch Information
63B63 BUU
11.1.1
Transferring/merging Incidents
Merging of Two Incidents:
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11.1.1.1 For two incidents that were created within the same dispatch center, you can merge
them into one incident.




11.1.1.2
For example, San Luis creates two incidents in the Hwy 46/Hwy 1 area that they
originally thought were two separate fires. They used Incident # 123 and 124.
After the first unit goes on scene, they realize they only have one incident.
The location for incident for 123 is correct, and will need to have the resources on
124 merged into it.
Incident 124 is the source incident, and 123 will be the destination incident.
The destination incident will keep their original request numbers.
11.1.1.3 Those resources that were on the source incident will be moved onto the destination
incident and assigned new request numbers.
11.1.2 Complex / Merge
11.1.2.1 Once the decision is made to manage fires as a ‘Complex’ the Dispatch Office should
refer to the ROSS Module Summary for Complex Incidents. http://ross.nwcg.gov/ >
Module Descriptions > Complex Incidents
HH
HH

Managing incidents as a “complex” and “merging” incidents are two different things
in ROSS.
11.1.2.2 Complex Incidents allows Dispatch Managers to identify a new incident as a
‘Complex’ and relate one or more incidents to it. The complex serves as an umbrella
for other incidents, while keeping all the incidents open and active.
11.1.2.3 Merge Incidents allows Dispatch Managers to merge two open incidents together,
resulting in one open incident. All requests merge into the one incident and reassigns
request #’s. You cannot undo this merge, nor open the incident that was merged into
the other.
11.1.2.4 Refer to the ROSS Module Summary for Merging Incidents. This is found on the
ROSS website http://ross.nwcg.gov/ > Module Descriptions >Merge Incidents
HH
11.2
64B64 BUU
HH
Transferring an Incident to another dispatch center
11.2.1 When it is determined one incident has escaped the jurisdiction of one dispatch center, it can be
transferred along with all the incident resources to the new center.
11.2.2 The original incident number is still kept unless changed.
11.2.3 With ALL users at the transferring ECC out of ALL screens associated with that incident, the
incident dispatch center can then be changed to the new center.
11.3
65B65 BUU
Pre-positioning
11.3.1 Purpose: The purpose of “Pre-positioning” is to temporarily transfer resources within the ROSS
database from one assigned agency to another assigned agency.
11.3.2 Examples of Acceptable Use:
11.3.2.1 CAL FIRE Move-up and Cover (Unit to Unit).
11.3.2.2 USFS Move-up and Cover (Forest to Forest).
11.3.2.3 USFS Preposition
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11.4
66B66 BUU
California ROSS Business Practices and Standards
March 2013
Reassign from a pre-position order
11.4.1 ROSS will ask if you want to reassign back to the original Pre-position order or send the
resource home.
11.4.2 If the resource is staying on the original resource order number, ROSS will allow you either to
assign a different request number or put it back on the original request number.
11.4.3 Release to preposition if possible. If link to pre-position is lost, contact GACC for new request
on pre-position or other new instructions.
11.5
67B67 BUU
Documentation
11.5.1 Documentation is extremely important and requires extra attention from the dispatchers in the
field. At both the GACC’s and local ECC’s documentation MUST BE VIEWED before
processing requests due to the importance of information located there. Units will use this field
differently but it is advised to be familiar with its use and view it regularly. Auto Doc should be
turned off for most purposes.
11.5.2 Will be used by anyone in the ordering chain to document any pertinent information as related
to the incident and/or the request.
11.5.3 It is to be used to document incident information only. Documentation is not intended to be used
as a form of communication between dispatch offices.
11.5.3.1 “Incident documentation” is used to communicate information that applies to the
entire incident. Only the primary site (the site where the incident was created) may
enter incident documentation.
11.5.3.2 “Request Documentation” is specific to the individual request and is used to add
specific information, cell phone, dietary needs, etc. for that resource. UTF
information needs to be included in documentation when a request cannot be filled.
11.5.3.3 “Resource Documentation” should only be used for information that will not change
that is associated with that particular resource. An example might be the CALFIRE
vehicle “X” number or the license plate.
11.5.4 Personal remarks and comments are not to be entered into ROSS. ROSS printouts may be used
in court.
11.5.5 All remarks shall be professional and specific to the resource information.
11.6
68B68 BUU
Special needs
11.6.1 The Special Needs field is an extremely important field that is not getting the required attention
from dispatchers in the field. Only the creating unit can enter this information. Approval of
specific elements here cuts down on time and work in all the ECCs filling requests. (Ex: Rental
car, cell phone and laptop computers approved)
11.6.2 Additional requirements for the specific request
 Two operators on a water tender
 Rental vehicles authorized
 Self sufficient
 Double lunch
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Ver. 2.2.8
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 Double crewed
 Mechanic with service truck
11.7
69B69 BUU
Finance Code
11.7.1 The Finance Code field is a mandatory requirement when requesting local government
resources to a Forest Agency wild fire.
11.7.1.1 If a Finance Code is not added to the Finance Code field, the request will default to
the requesting agency fund for payment.
11.7.2 It is the responsibility of the Incident Commander to determine what finance code (Who Pays)
each request will be ordered through and communicate their wishes to the requesting dispatch
center.
11.7.3 It is the responsibility of the requesting dispatch center to add the finance code in ROSS.
11.7.4 In the Finance Code field, the dispatcher will fill in what “mission” (Who Pays) the local
resources are being requested for.
11.7.5 State Mission or Federal Mission (generally perimeter control), may be
California Fire Assistance Agreement (CFAA)
California Cooperative Fire Management Agreement (CFMA)
Local Forest Agreement (LFA)
11.7.6 Local Mission (generally structure protection) may be
11.7.7 Master Mutual Aid (MMA)
11.7.7.1 The mission tasking will determine the method of payment.
11.8
70B70 BUU
Select Features
11.8.1 Specific items associated with specific resources. The available features are preset by NICC,
but have to be enabled for each resource if they have that capability. Note: Using the “Select
Features” field will restrict your available resource pool.
11.9
71B71 BUU
ETD/ETA Information
11.9.1 Travel information is extremely important to the receiving unit and must be taken seriously.
Make sure this field is filled in as accurately as possible. Do not put unrealistic ETA times in
this field and take extra care when estimating delivery time. Updated travel times can be edited
into the request by the filling unit or the GACC if one of the units in the ordering chain is
contacted before the ETA time is met. A follow-up phone call is advised.
11.9.2 The dispatch office for resources leaving the unit shall complete accurate ETD/ETA
information. If resources will be resting over night, RON, or have travel arranged, an itinerary
must be filled, including ALL legs of travel.
11.10 Release
11.10.1Resources will be shown as released from an incident and may return to the pre-position order.
11.11 Tentative Release
73B73 BUU
11.11.1The Tentative Release function will normally be mandatory in times of high fire activity where
resources are being reassigned to other fires. This will only be done for resources that have not
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Ver. 2.2.8
California ROSS Business Practices and Standards
March 2013
timed out and are required to return home for R&R. Tentative Release times put into ROSS
should reflect the time the resource would be available to leave the camp. Normal tentative
release requirements will be 48 hrs. for crews that flew in on the NICC jet, 24 hrs for resources
with vehicles that can be reassigned or other timeframes as dictated by the GACCs and or
current events.
11.11.2On type I or II incidents the GACC will contact the Unit to negotiate the time frames needed to
show resources as available.
11.12 Ground Resource Reassignment
74B74 BUU
11.12.1Resources that have been reassigned from mob-en route, will show an outstanding request back
to the filling Unit.
11.12.2That request number will be returned UTF’ed back to the ordering Unit and cancelled with
documentation.
11.12.3The GACC will get a new Request number from the ordering Unit and place out if still needed.
11.13 NICC Orders
75B75 BUU
11.13.1Federal Agencies
11.13.1.1 Follow agency procedures
11.13.2CAL FIRE:
11.13.2.1 For out of state requests for CAL FIRE resources refer to 8100 procedure #600
11.14 Strike Teams
76B76 BUU
11.14.1As in the past, try to fill Engine and Crew Strike Team orders from the same Unit.
11.14.2If a request will be filled from more than one unit, the Strike Team request is sent to the unit
filling the strike team leader. That unit will fill the Strike Team identifier with configuration.
The subordinate requests not filled by the original unit will be identified in the roster as
determined by the GACC. When the original unit then fills the request, those subordinate
requests are sent to the second unit, and that unit can fill those requests with any resource
meeting the criteria. Dispatch offices must work together by phone to share information about
meet-up locations and cell phone numbers to ensure the Strike Team travels efficiently.
11.14.2.1 If the original unit does not know where the remaining Strike Team resources are
coming from, the unfilled subordinate requests can be placed up to the GACC to be
farmed out.
11.15 Overhead Teams (Incident Management & Incident Command)
77B77 BUU
11.15.1All IMT/ICT members will be entered into ROSS with the current, certified qualifications they
hold on their team. This can be accomplished through manual entry (standard format) or
imported from IQCS/IQS. It is the responsibility of the local Dispatch Office that mobilizes the
team member (ROSS User) to ensure the person is entered into ROSS with the correct IMT/ICT
qualification and has accurate status.
11.15.1.1 Phone calls and any mobilization notification procedures will continue as in the past.
11.15.2Statusing
11.15.2.1 IMT/ICT Team Name will be statused in ROSS as “Available National” by the
appropriate GACC that is responsible to deploy the team.
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Ver. 2.2.8
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11.15.3IMT/ICT Members will be statused as “Available Local” when on 2, 8 or 24-hour call rotation.
11.15.4Each ECC that dispatches any IMT/ICT member is responsible to obtain updated status & make
the changes in ROSS.
11.15.5Local Government IMT Members
11.15.5.1 Local Government Team Members may be dispatched or mobilized by a number of
different entities throughout California, depending on their location and whether their
Home Dispatch Office (ECC) is a ROSS User or not.
11.15.5.2 ECCs that are certified ROSS Users will be responsible to dispatch their IMT
members, whether they are federal, state or local.
11.15.5.3 Federal and State agencies will accept the certification of a local team member’s
qualification, and assume they have all the requirements completed for their position
qualification as per PMS 310-1. It is not the responsibility of the Forests or CAL
FIRE Units to track local government member qualifications, as position certification
documents will reside at the local government offices.
11.15.5.4 Local government team members retained for dispatching (ROSS User) by the local
fire department, OES Operational Areas or county fire departments will ensure their
IMT/ICT member is entered as the primary resource item (not under a contract) and
accurately statused in ROSS.
11.15.5.5 Forests associated with the local government entities may also enter the same local
government IMT member in their forest ROSS database as a duplicate, and may also
dispatch the IMT member if the Home Dispatch Office is a non-ROSS User. They
may also dispatch that local government member as a responding officer for the
forest.
11.15.5.6 Forests must enter the secondary Resource Item (duplicated local government IMT
Member) in their database using the following format:
IMT – Smith, John (IMT space dash space Last Name comma First Name)
This secondary resource item should only be qualified in ROSS as listed on the
team roster.
11.15.5.7 The name of the IMT will not be designated on the Resource Item name for the
duplicate, as IMT members often change teams for assignments due to a shortage of
members. This naming convention should only be used for rostered IMT members.
The IMT member is responsible to notify their local dispatch office of an IMT
assignment. At that time, the local dispatch office will immediately status the shared
IMT member in their database as “Unavailable”.
11.15.5.8 Either the local government office, the Forest ECC or the IMT member may make the
travel arrangements. Travel information must be communicated back to the ECC that
fills the request in ROSS.
11.15.5.9 If the local government team member is dispatched through a Contract County or
other local fire department that is a ROSS User, the request will be sent electronically
directly to that dispatch office through ROSS.
11.15.5.10
If the local government team member is not under a local agreement with a
Forest Agency they must be mobilized through the OES dispatching system as
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Ver. 2.2.8
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“Assistance by Hire” The appropriate OES Region and OES Operational Area will
receive the ROSS request if they are a ROSS User. The Resource Order will be faxed
to non-ROSS user to insure the ordered person receives all pertinent incident
information. Reimbursement will be processed by OES via use of the F-42.
11.15.5.11
Local government IMT/ICT members are responsible to keep their dispatch
office updated on their status and certified qualifications for the team callout. They
are also responsible to give their local dispatch office provider identifier and/or Forest
(with MOU) identifier to the IMT/ICT team member creating the ROSS Master
Roster, so the ROSS application will know which office to send the request to for
filling.
11.15.5.12
Demobilization: When a local government team member arrives home, both
dispatching offices of that person are responsible to change the persons status in
ROSS to available (or if mandatory rest period is needed, change to available that
date), or whatever status. It is the responsibility of the IMT/ICT member to be in
contact with his/her dispatch centers. If this person is under a contract fill, the forest
or CAL FIRE Unit will notify the home office so they can change the person in their
normal database.
11.15.6Travel Arrangements
11.15.6.1 Local government IMT/ICT members are responsible to provide mobilization travel
information to their dispatching office if they are driving or make their own travel
reservations (airlines, etc). If the dispatch office is making the reservations, they
will enter the information in ROSS and inform the team member of the travel
arrangements.
11.15.6.2 The Forests, CAL FIRE Units, OES Operational Areas or Local government
personnel may make travel arrangements for overhead traveling on IMT/ICT
assignments. If the person making the travel arrangements is not the dispatching
office (ROSS User) the travel information must be relayed by fax, phone or email to
the ROSS User dispatching office to enter into ROSS. This must be relayed in a
timely manner, upon mobilization.
11.15.6.3 If the local government entity or the OES Operational Area does not have the means
(travel agency, credit card, etc.) to make travel arrangements, it can be arranged by
the Forest or CAL FIRE Unit with the MOU. This should be agreed upon at the
beginning of the season, in advance of team mobilizations. Negotiations on who will
make the arrangements and who will enter it in ROSS must be discussed in advance.
11.15.6.4 For IMT team travel, the Forest or local government entities may make the travel &
in either case will be reimbursed under current agreed upon pay scales, with
appropriate documentation.
11.15.6.5 If the local government entity or the OES Operational Area does not have the means
(travel agency, credit card, etc.) to make arrangements for air travel, and no Forest or
CAL FIRE Unit has an MOU in place to provide for air travel. The unit which holds
the team roster will arrange the air travel. This should be agreed upon at the
beginning of the season, in advance of team mobilizations. Negotiations on who will
make the arrangements and who will enter it in ROSS must be discussed in advance.
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Ver. 2.2.8
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11.15.6.6 Back up documentation for travel arrangements to be reimbursed will be available
from ROSS through COGNOS in the form of a report, and not necessarily the ROSS
Resource Order Form. These reports can be accessed by the Albuquerque Service
Center (ASC) or the Forest/Unit to attach to the billing package.
11.15.6.7 Local Agreement
Billing invoices for federal reimbursement are sent to ASC for processing and
payment. However all bills must be certified at the local Forest unit before ASC will
process them for payment. Therefore, all billing packages must be mailed to the
address given in the local agreement.
CFAA
A Regional certifying officer must also certify Calif. Fire Assistance Agreement
billing packages. The billing address is identified in the CFAA. Forest ECCs that
receive billings from ASC should set up a process with associated local government
ROSS Users, so that if the local government IMT person is sent on a federal team
assignment, the request & travel information is faxed to the Forest ECC ahead of
time. This information could be kept in a folder for validation when the bill comes
many months later. In addition, the Forest ECC can access ROSS COGNOS reports.
11.15.6.8 IMT/ICT Ordering Protocol
11.15.6.9 Units are to contact their GACC prior to generating any IMT/ICT Team Requests, so
roster updates can be confirmed.
11.15.6.10
When instructed, the ordering unit (Incident Host) will generate a single
overhead request number for the specific type of team (Type 1 or 2) and place up to
the GACC. You must enter initial briefing location, date & time for team members on
this request in the Special Needs block, as well as approval of cell phones, rental
vehicles and laptops.
11.15.6.11
The GACC will determine which team is up on rotation and contact the Team
Incident Commander (IC). The Team IC will be given one hour to ensure their Team
Assignment Roster is accurate. After one hour or contact by the IC, the GACC will
fill the team NAME in ROSS. This will generate the subordinate requests for team
members and place them to the home dispatch units (ROSS Users) for filling.
11.15.6.12
Notifications to all affected units with team members will occur, (via radio,
phone, etc.) that a specific team has been mobilized and to fill their member in ROSS.
11.15.6.13
Units will notify and fill team members, then enter travel information as soon as
it is available. If a member is not available, for any reason, the unit should
immediately notify the GACC, who with notify the IC (or designate) for replacement.
The unit would then UTF (Unable to Fill) the team member request, and enter the
appropriate documentation.
11.15.7IMT/ICT Pre-Orders
11.15.7.1 IMT/ICT Pre-Orders will be built in ROSS by the Team/GACC, in coordination with
IMT needs. IMT/ICT pre-orders should be reviewed by the IMT/ICT annually at a
minimum.
11.15.7.2 IMT/ICT Pre-Orders must be coordinated with the receiving GACC.
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Ver. 2.2.8
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11.15.7.3 The Incident Host ECC will deploy the pre-order, review it for duplicates or items
already at the incident and delete the items not needed.
11.16 CCC Camp Crews
78B78 BUU
11.16.1CCC Camp Crews will be maintained in ROSS by CDFH. CDFH will keep status of these
crews. When a local CCC camp crew is utilized, a request for the crew shall be created and the
crew should be filled on the Pending Request Screen, using the Contracts and Agreements Tab
and the Non-Local Resource radio button. When a CCC camp crew is not available locally, the
request can be placed to the GACC, or the CCC Duty Officer can be contacted per the CA Mob
Guide and a crew can be assigned and filled locally using the same manner cited above. In all
cases, the CCC Duty Officer is notified when a CCC Camp crew is committed and released, so
that status can be kept correctly. When two or more CCC Camp crews are requested an Agency
Rep may be assigned using a Support Order, or a separate O number may be requested.
11.17 Non-ROSS Local Government Overhead
79B79 BUU
11.17.1Overhead from the non-ROSS using, local government Operational Area, who are on a Federal
Incident Management Teams or a State Incident Management Teams, shall be listed as an
overhead resource in the Forest Agency dispatch center that their Fire Department has a
working agreement with. Refer to section 7.14.5 Their status will remain Available/Local at all
times their Team is on call.
11.18 ROSS using Local Government Overhead
80B80 BUU
11.18.1Overhead from ROSS using local government Operational Areas or those Operational Areas
supported by a cooperating agency dispatch center will remain an overhead resource in the
Operational Area. Their status will be maintained as Available/Local at all times their Team is
on call. Their request will come to the Operational Area dispatch profile (X**C) and be filled at
this location. It will be incumbent upon the individual Team member to contact his/her
sponsoring forest to obtain travel support, if needed or required, and assure that this travel
information is provided to the dispatch center filling the request so that it can be placed on the
Travel screen in ROSS. A copy of the filled overhead request should be provided to the forest
agency arranging travel.
11.18.1.1 It is very important for the individual overhead resource to be in contact with
whichever dispatch center is managing his/her request and also the supporting forest
agency that may do their travel and process their reimbursement under local
agreement. Dispatchers as well must stay in communication with each other for these
special resource situations.
11.19 Emergency Messages.
81B81 BUU
11.19.1ROSS is not to be used for relaying emergency messages.
11.19.2The documentation feature in ROSS can be used for documenting that the message was relayed.
11.19.3For the purposes of relaying emergency messages, the home Unit may contact the Unit hosting
the incident direct, via the telephone.
11.20 Retrieve Function
82B82 BUU
11.20.1.1 The “Retrieve” function is used when a request has been placed in error, or can be
filled by the local unit or other means.
11.20.1.2 Contact the Unit where the request has been placed via the telephone.
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11.20.1.3 Retrieve the request and document it.
11.21 Edit Request Function
83B83 BUU
11.21.1Only the home Unit has the authority to edit/change a request until travel has started.
11.21.2The initiating unit for any request has the ability to change certain fields at any time. This needs
to be monitored specifically when the reporting location changes which happens regularly when
an ICP is established or a staging area is set-up. It is the responsibility of the unit to manage
their requests and update this information as needed.
12
12.1
12B12B
Reports
84B84 BUU
2009 to Current Year Data - Cognos Reports
12.1.1 From the application itself, various standardized “canned” reports are queried using current time
data for the current calendar year.
12.1.2 There are four categories of reports. The reports under the Status, Administration and Incident
tabs are standardized reports. The User Community Reports are ADHOC reports generated by
users for users with advanced Cognos skills.
12.1.3 To access reports users, must have a user login and password to the ROSS application.
12.2
85B85 BUU
Year Prior to 2009 Data – Data Delivery System (DDS)
12.2.1 From the ROSS website, you can access the DDS Archive Data Delivery.
12.2.2 The ROSS Data Delivery System is a repository which contains data, presented in Microsoft
Access. The data repository is the solution for accessing data (not reports) from ROSS for
previous calendar years.
12.2.3 To access the data, you must have a valid dispatch messaging system (DMS) username and
password.
12.3
86B86 BUU
ROSS Data Imports to I-Suite
12.3.1 ROSS Data files are used in the I-Suite Application by Incident Management Teams. These
files were originally accessed through the Data Delivery System which had been discontinued
and replaced by the Cognos® User Community Reports. To access ROSS data files for I-Suite
applications a Quick Reference Card has been developed which is on the I-Suite Web Page at:
http://isuite.nwcg.gov/User_Support/index.html .
HH
HH
12.3.2 On the right side of the page is a list of cards and the ROSS Import Card 3/13/09, will instruct
users how to move ROSS data files into I-Suite.
12.4
87B87 BUU
Crystal Reports —ROSS Resource Order Form
12.4.1 A ROSS resource order report is available through CAL FIRE using Crystal reports This report
does not require using the ROSS program for access. It only contains resource activity
occurring in ROSS. This report is available to all users with a CAL FIRE user I.D. Share this
with your non-dispatch community and others who may need access to resource order reports.
12.4.1.1 The database in Sacramento for the ROSS Information using Crystal Reports is
updated at: 0400, 0800, 1200, 1600 & 2000 (five times a day).
12.4.1.2 If you use Crystal Reports to get the ROSS Resource Order Form for an incident, the
newest information will be just after these times. Currently, it takes approximately 30
minutes to update the server. So run reports at 30 minutes after the times above.
http://ross.nwcg.gov
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12.4.1.3 The information on the reports are only the requests that have come to CA to fill,
regardless of fill, pending or UTF’ed.
12.4.2 Logon instructions:
12.4.2.1 CAL FIRE users with user ID and password
While on Agency network or internet connection go to:
http://reports.cadweb.fire.ca.gov/businessobjects/enterprise115/InfoView/logon.aspx
HH
System:
leave blank
Username:
Your CAL FIRE user I.D. (example, cstarnes)
Password:
Your CAL FIRE user password
Authentication:
Windows AD
12.4.2.2 All Federal agencies
While on Agency network or internet connection go to:
http://reports.cadweb.fire.ca.gov/businessobjects/enterprise115/InfoView/logon.aspx
System:
leave blank
Username:
rossfed
Password:
ROSSFED
Authentication:
Enterprise
12.4.2.3 All Contract Counties
105B10 5BHH
While on Agency network or internet connection go to:
http://reports.cadweb.fire.ca.gov/businessobjects/enterprise115/InfoView/logon.aspx
System:
leave blank
Username:
rosscc
Password:
ROSSCC
Authentication:
Enterprise
12.4.2.4 All OES users
106B10 6BHH
While on Agency network or internet connection go to:
http://reports.cadweb.fire.ca.gov/businessobjects/enterprise115/InfoView/logon.aspx
System:
leave blank
Username:
rossoes
Password:
rossoes
Authentication:
Enterprise
107B10 7B
108B10 8BHH
12.4.2.5 All User Instructions
Once logged on:
Click the words
Document List
Click the
Click the
Click the words
Click the words
+ on public folders
+ on ROSS Reports
Shared Reports
ROSS Resource Order Form
Notes:
Enter fields exactly as shown i.e. capitol letters, hyphens, zeros (6 digits total), full year etc.
You must know the Incident Number & Year. (CA-SHF-001693, 2006)
ROSS Data from Kansas City updated four times a day into database in Sacramento.
Crystal Reports session will expire after approx. 15 minutes of non-use.
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Use lowest tool bar in Crystal Reports:
Export This Report: Use file format Microsoft Word (RTF)
Identify pages or All pages
OK
New Window: SAVE, File Location, Rename, Save
Then email as an attachment.
12.4.3 Print (icon) to mapped printers. Prints Landscape automatically.
12.4.4 Search: Use field to left of binoculars. Enter request number or name, etc.
12.4.5 Change Pages: Use arrows, first/last page, or enter page number in “Go to Page” field
Order Relayed Information: Type in “relayed” in search field.
Click on binoculars. Click anywhere on document to reveal request #’s on left side.
Click on specific request # to take you to that request.
(Remarks are coming!)
To return to main report, drop down & pick main report. Change to page #1. Hit Enter.
Click on REFRESH arrows to go to another incident.
13
13.1
13B13B
ROSS Business Continuity & Recovery Plan
88B88 BUU
ROSS Outages
13.1.1 Continuation of ongoing work in the event of a ROSS outage:


Print all active and necessary orders based on best estimates of outage duration.
Example, it may not be necessary to print next week’s VMP incident if the expected
outage is scheduled only to last an hour or so.
13.1.2 Advise the GACC, the ROSS Field Coordinator, and the ROSS Helpdesk of the outage.
13.1.3 The GACC should notify all units by intercom of a potential ROSS problem so other units can
immediately start the Planned Outage procedure.
13.1.4 If outage is contained to one or a few units, the GACC can act as those units (stand-in), or find a
suitable host dispatch that can take on the workload.
13.1.5 If “stand-in” is not an option, the affected units will have to switch to resource order cards, as
will all other participants on those specific incidents. Utilize the 5,000 series request numbering
scheme.

13.2
89B89 BUU
Upon resumption of operations, the request blocks for the affected incident will have to
be split in order to correctly assign the numbers used during the outage.
Contingency Plan.
13.2.1 The following procedures in the ROSS Continuation and Recovery Plan are based, in part, on
the following assumptions:
13.2.2 Repeated printing of all active orders is not reasonable.
13.2.2.1 The standard Resource Order form will be used if ROSS is not available.
13.2.2.2 Any requests originated while in the manual mode will be issued a sequential request
number starting at 5,000.
13.2.2.3 A-5000, E-5000, etc. This will allow easy identification later for requests that are
“non-standard” in terms of ROSS documentation and retrieval.
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13.2.3 During a ROSS outage, each office will have to switch to the manual status and tracking system.
13.2.4 If the ROSS program becomes unstable, print all active and necessary orders based on best
estimates of outage duration. For example, it may not be necessary to print next week’s VMP
incident if the expected duration of the outage is hours rather than days in length.
13.2.5 Any apparent ROSS system problems should be reported to the next level Duty Officer, the
ROSS Field IT Coordinator, and the ROSS Helpdesk as soon as possible.
14
14.1
14B14B
ROSS Reference and User Guide
90B90 BUU
ROSS User Guide Access
14.1.1 The ROSS web site has a variety of tools, guides, reference cards, and assistance for users and
instructors. Each dispatch supervisor should be familiar with the resources found at this site and
consider using the appropriate documents to build a user manual and dispatcher aids necessary
for their office. This site is constantly updated. http://ross.nwcg.gov/
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15
15.1
15B15B
HH
ROSS Training
91B91 BUU
California ROSS Training Group
15.1.1 ROSS training will be necessary on a statewide basis to educate dispatchers and other potential
ROSS Users on the use of the ROSS application. This application is interagency in nature and is
intended for the use by agencies with wildland fire protection responsibilities and their
cooperators. The Federal and CAL FIRE cooperators include the Office of Emergency Services,
Fire/Rescue Branch and CAL FIRE’s Contract Counties.
15.1.2 The intended users of the ROSS Program are dispatchers and managers in California Emergency
Command Centers (ECC’s), dispatch team personnel, expanded dispatchers (Dispatch
Recorders, Support Dispatchers, Supervisory Dispatchers) and Administratively Determined
(AD) or call when needed (CWN) dispatchers in California.
15.1.3 The ROSS Training Group will accomplish the following:






Determine by the end of May of each year, the number and type of classes needed to fulfill
the training needs
Solicit cadre members and class coordinators through the ROSS project managers each year
Coordinate the classes through the normal training channels and develop a training schedule
Manage the California ROSS training data base and schedule
Update and maintain the training curriculum
The sub-group will stay in effect until the training needs are completely addressed by the
normal agency Dispatcher/ECC Academies, D-110, D-310 and D-510 courses.
http://ross.nwcg.gov
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16
16.1
16.2
16B16B
Attachment A
92B92 BUU
93B93 BUU
California ROSS Group (March 1, 2012)
Representatives (15)
16.2.1 CAL FIRE ROSS Project Manager

Tim Bozarth
16.2.1.1 USFS Operations Northern California

Laurie Forni
16.2.1.2 USFS Operations Southern California

Beth Mason
16.2.1.3 DOI GACC Representative

Les Matarazzi
16.2.1.4 OES Representative

Mike Lococo
16.2.1.5 CAL FIRE Northern Region OCC

John Erwin
16.2.1.6 CAL FIRE Southern Region OCC

Shayne Canady
16.2.1.7 Field Representative CAL FIRE Unit ECC

Vacant
16.2.1.8 Field Representative USFS ECC

Kathy Hodnet
16.2.1.9 Field Representative DOI ECC

Jennifer Rosenberger
16.2.1.10 Field Representative Contract County ECC

Chris Funk
16.2.1.11 CAL FIRE IT Representative

Keith Barton
http://ross.nwcg.gov
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16.2.1.12 Federal IT Representative

Vacant
16.2.1.13 ROSS Team Subject Matter Expert – California

Dennis Derr
16.2.1.14 California ROSS Change Control Board Representative

Greg Adams
NAME
ADAMS, GREG
BARTON, KEITH
BOZARTH, TIM
CANADY, SHAYNE
DERR, DENNIS
FORNI, LAURIE
FUNK, CHRIS
HODNETT, KATHY
MASON, BETH
LOCOCO, MIKE
ERWIN, JOHN
STARNES, CHRIS
ROSENBERGER, JENNIFER
MATARAZZI, LES
http://ross.nwcg.gov
HOME UNIT
CDF-CSR
CDF-IT
CDF-SAC
CDF-CSR
NWCG
FS-ONC
CA-ORC
FS-SRF
FS-OSC
OES-RDD
CDF-CNR
CDF-SAC
NPS-KNP
BLM-OSC
PHONE#
951-320-6207
916-324-3391
916-657-4929
951-320-2061
530-226-2801
530-226-2801
714-573-6563
707-726-1266
951-276-6721
530-224-2441
530-224-2466
916-653-9674
Page 40 of 48
EMAIL
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
HH
HH
HH
HH
HH
HH
HH
HH
Ver. 2.2.8
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17
17.1
17B17B
Attachment B
94B94 BUU
Intercom Use
The intercom is primarily used between the GACC’s and the Units to relay urgent or critical
information. The intercom is a valuable tool for requesting initial attack and immediate need resources.
It also is a means to provide general updates as to incident conditions. This process is dependent on the
ordering Unit promptly placing information into ROSS. The intercom is primarily utilized for
processing aircraft requests.
17.2
5B95 BUU
New Order
Based upon where the requests have been placed, Units will use the intercom to advise the GACC and
affected Units and bases of the new incident (order). Information provided on the intercom is dependent
upon whether the information is a request for resources or just a notification regarding the commitment
of resources.
The minimal amount of information that must be supplied to request/notify of aircraft resource usage
includes: Incident Name, Order Number, Descriptive Location, Legal Description, Lat-Long, Air
Tactical FM Frequency, Ground Tactical Frequency, Air Tactical AM Frequency, Command
Frequency, Air to Ground FM Frequency, Requested Resources, and known Aircraft Hazards.
When aircraft is requested via the intercom it is assumed they are being requested for a wildland fire.
For use of aircraft for incidents other then a wildland fire the incident type must be announced at the
start of the intercom traffic. Example: North Ops, Rohnerville, Fortuna, new order, aircraft for a short
haul. All incident, location and hazard information will be provided but the frequencies provided will
be limited to what is being used for this incident type.
All requests for Aircraft via CAL FIRE Mutual Aid will be noted via the intercom after the incident
number (the CAL FIRE MMA Financial Code will also be selected in the ROSS Request).
17.2.1 New Order
Required Information:
Unit with the new incident addresses GACCs/Regions,
Units/Forests, and air bases affected, based on where the
requests have been placed in ROSS.
Incident Name
Order Number
Descriptive Location (i.e. prominent landmark)
Legal Description and Latitude/Longitude
FM Air Tactics
Read: one five one decimal three zero two five.
Air to Air AM (Victor) Frequency
http://ross.nwcg.gov
Page 41 of 48
Examples:
North Ops, Redding Air Attack Base,
Redding, New Order
(Wait for acknowledgement)
On Incident name Millville
Order number SHU-5555
Descriptive location: Highway 44, 5
miles east of Palo Cedro
Legal: Section 6, Township 32 North,
Range 2 East, off Mt. Diablo Meridian
Latitude: 40 degrees 33 decimal 40
minutes; by
Longitude 122 degrees 10 decimal 03
minutes.
Air Tactics 23, Frequency 151.3025
Victor: 135.575
Ver. 2.2.8
California ROSS Business Practices and Standards
March 2013
Read: one three five decimal five seven five.
Air to Ground Frequency and Repeater Tone
Air to Ground Frequency: 151.220
Read: one five one decimal two two zero; Tone one
Tone 1
Ground Tactical (Frequency # given when tac is nonGround Tactical: CDF Tac 6
standard)
Command Frequency and Repeater Tone (Frequency #
Command Frequency: SHU Local
given when Command is non-standard)
Tone 6.
Break
Break (Pause for North Ops/South
Ops to acknowledge before
continuing)
Request Numbers and resources dispatched or needed
Alpha 1, using Air Attack 240;
Alpha 2, to Redding for 1 air tanker;
Alpha 3, to Redding for 1 air tanker;
Alpha 4, requesting one air tanker
Alpha 5, using Copter 205
Other Aircraft
Other Aircraft: CHP Copter H13
500 KV Power lines over the fire
Hazards
17.3 Old Order /New Request, Immediate Need
Units will contact the GACC via intercom (and “place up” via ROSS) all immediate need aircraft
requests on existing incidents. The GACC will contact Units and Bases (and “place to” via ROSS) all
immediate need aircraft requests on existing incidents.
The minimal amount of information that must be supplied (by the Unit ECC), on the intercom, to
request additional resources are the Incident Number, and requested resources (request number and
resource type).
17.3.1 Old Order, New Request
Required Information:
Unit with the existing old incident addresses their
GACC/Region.
Request Numbers and resources dispatched or needed
Examples:
North Ops, Redding, old order SHU5555, new request
(Wait for acknowledgement)
Alpha 6, requesting one air tanker,
any type,
Alpha 7, requesting one type 2 air
tanker.
The GACC/Region will use the intercom to request additional aircraft from selected Units and Bases
(Copter bases will be advised by Unit ECC’s). The minimal amount of information that must be
supplied is dependent upon whether the incident is a new incident or an old incident to the sending Unit
of the resource.
17.4 Old Order, Fill Information
The Units and Airbases will use the intercom to advise GACC/Region and the requesting Unit of
aircraft they have assigned.
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Old Order, Fill Information
Required Information:
Unit/Airbase filling the request addresses the
GACC/Region and requesting Unit and provides the order
number of the incident the aircraft is being assigned to.
Request Number, resource identifier, eta to incident and
AFF Status of Aircraft.
Examples:
North Ops, Redding, Redding Air
Attack Base, old order SHU-5555 fill
information
(Wait for acknowledgement)
Alpha 1, Air Attack 240 off Redding
ETA 1520. (AFF Status of Aircraft)
“Positive/Negative AFF”.
17.5 Old Order, Release Information
The ECC of the incident will use the intercom to advise of aircraft cancel or release information to the
GACC/Region, Unit, and Base aircraft is returning to.
If the aircraft never lifts off base (is never filled via the intercom) it can be “canceled” by the requesting
Unit.
All aircraft that gets off base (is filled via the intercom) must be “released” by the requesting Unit.
Aircraft release information will include load status, where the aircraft is returning to, eta to base and
any changes of the aircraft’s status (unavailable mechanical, out of service, etc).
If the requesting Unit has not had contact the aircraft they are releasing they will advise “Negative
Contact”. This will alert the sending Unit/Airbase of the need to contact and advise the aircraft of the
release. The sending Unit/Airbase will be responsible for providing the returning eta information to the
requesting Unit and Region.
This is especially important for tactical aircraft that may be available for reassignment while still
airborne. For air tankers, retardant load status is critical to indicate when providing release information.
Old Order, Release Information
Required Information:
Unit with the existing old incident addresses their
GACC/Region.
Request Number, resource identifier, load status, the name
of the base they are returning to and eta
Examples:
North Ops, Oroville, Chico Air Attack
Base, Redding old order, SHU-5555.
aircraft release
(Wait for acknowledgement)
On Alpha 4, Tanker 93 released with
half a load, returning to Chico, ETA
1548.
17.6 Incident Information
If an incident is escalating and the ECC feels that it will need to continue ordering resources or will
have resources committed for an extended length of time, providing a brief incident update over the
intercom is appropriate. This update will allow neighboring Units to assess potential for resource
requests. Updates are low priority traffic on the intercom.
http://ross.nwcg.gov
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17.6.1 Incident Summary example;
“North Ops, Redding incident update on SHU-5555, the Millville incident. The fire is 150 acres with
moderate rate of spread in grass, brush and oak woodlands. Potential for 500 acres. Anticipate
additional orders for aircraft, crews, equipment and overhead.”
http://ross.nwcg.gov
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17.7 Intercom Aircraft Dispatch Script
North Ops, and/or South Ops _____________________________________, __________________
(ECC’s and Tanker Bases you would Notify),
(Your Unit)
New Order (Wait for acknowledgement from each location you contacted)
On Incident Name: ___________________ Order Number:
__________________________
(3 letter unit identifier plus inc #)
Descriptive Location: _______________________________________________________________
(Major Landmark, City, Town – something recognizable to a resource coming from out of the Unit.)
Legal: ___________________________________
(Section, Township, Range, and Meridian)
Latitude: _________________________________ by Longitude: _________________________________
(Degree, Decimal Minute format)
(Degree, Decimal Minute format)
Air Tactics, _____________________________; Victor, __________________________
(Frequency Name and Number)
(Frequency Number)
Air to Ground, ___________________________Ground Tactics, _____________________________
(Frequency Name, Number)
(Frequency Name)
(and Tone (if required))
(Freq. # is optional, use if unfamiliar frequency)
Command
_______________________________________________
(Frequency Name, Repeater Tone)
(Frequency Number is optional use if unfamiliar frequency)
Break (wait for OCC acknowledgement to continue)
Alpha One – Requesting (or Using if aircraft you direct dispatch) _______________________
Type of Aircraft
Alpha Two – Requesting (or Using if aircraft you direct dispatch) _______________________
Type of Aircraft
Alpha Three - Requesting (or Using if aircraft you direct dispatch) _______________________
Type of Aircraft
Alpha Four - Requesting (or Using if aircraft you direct dispatch) _______________________
Type of Aircraft
Other Aircraft: ___________________________________________________
(any aircraft at or going to incident not noted above)
Aircraft Hazards: ___________________________________________________
(Power lines, etc.)
http://ross.nwcg.gov
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18
18.1
Attachment C
101B10 1BUU
Managing Organizations
MANAGING ORGANIZATIONS IN ROSS
2008 Field Season
Access to the ROSS Organizations Module will be restricted beginning March 17, 2008. The purpose of this
restriction is to ensure that only approved organizations exist within ROSS and business rules for establishing
unit
identifiers are followed. This change will remain in effect until deployment of the NWCG Organization
Information System (OIS). The OIS is a replacement system for the current NWCG Unit ID repository. The OIS
will interface with systems such as ROSS to provide consistent organization data.
The objective of this effort is to provide correct organization hierarchies, organization names, addresses,
contacts,
and locations within ROSS. Report outputs will be greatly improved.
Beginning March 17, 2008 changes to data within the ROSS organizations module (such as additions, deletions,
merges, edits) must be submitted to the ROSS Organization Data Manager. There are three Organization
Information WinZip files including: Dispatch/Cache, Vendor, and Government (non-dispatch)/Non-government,
with forms to aid users with change submissions. The link to these forms can be found on the ROSS home page
website: http://ross.nwcg.gov. If your organizations and data are correct, nothing needs to be done.
To create, update or delete an organization or its data, perform the following:
1. For new Unit IDs and changes or deletions of current Unit IDs, you must go through the Geographic Area
Data Steward and obtain approval by the National Data Steward in advance of any submission to the ROSS
Organization Data Manager. New Unit IDs will NOT be entered or old Unit IDs removed until approved
by the National Data Steward. Only dispatch organizations, organizations that can be incident hosts or
resource providers, and the parents of host or provider organizations need Unit IDs. A vendor organization
and a Forest Service district office are examples of organizations that will not need Unit IDs. Following is
a list of Geographic Area Data Stewards and the National Data Stewards, along with their e-mail addresses
and phone numbers.
National Fire Center Rick Squires [email protected] 208-387-5655
National Fire Center Bill Fletcher [email protected] 208-387-5400
Alaska Lauren Barber [email protected] 907-356-5680
California, North Ops Laurie Forni [email protected] 530-226-2801
California, South Ops Beth Mason [email protected] 951-276-6721
Eastern Area Vacant
Eastern Great Basin Ed Gray [email protected] 801-531-5323
Eastern Great Basin Kim Whalen [email protected] 801-531-5320
Western Great Basin Nancy Ellsworth [email protected] 775-861-6455
Northern Rockies Vacant
Northwest Gina Papke [email protected] 503-808-2726
Rocky Mountain Rob Juhola [email protected] 303-445-4304
Southern Area Pat Boucher [email protected] 678-320-3003
Southwest Richard Black [email protected] 505-842-3473
Southwest Frank Bedonie [email protected] 505-842-3473
2. Go to the ROSS website and click on the “Update Organizations” link.
3. Three zip files and two documents will be displayed. The document you are currently reading is the first
document: “Managing Organizations in ROSS.” The second document is entitled “How to Download the
Forms.” Please read this document as it instructs how to copy these forms to your Word Templates
directory. The three files include, “Government (Non-dispatch)/non-government Information Templates,”
“Dispatch/Cache Information Templates,” and “Vendor Information Templates.” There are several forms
included in each.
4. After reading the two documents, click the zip file for the type of organization you want to manage.
a. Dispatch/Cache
http://ross.nwcg.gov
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Ver. 2.2.8
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b. Vendor
c. Government (non-dispatch)/non-government
5. The zip file for that organization type displays. Follow the directions in the “How to Download the Forms”
document to copy those forms to a folder of your choice.
6. Once downloaded, this folder identifies forms for each organization type, including forms for updating,
creating and deleting organizations. Choose the form you need and enter all pertinent data. For more
information on filling out the forms, see Specific Steps below.
7. When finished entering all of the information on your form, send it to [email protected] for Vendor
Organizations or [email protected] for all other organizations. The ROSS Organization Data Manager
will issue a ticket number. Information will be entered into ROSS as soon as possible. An e-mail
confirming the ticket has been resolved will be sent to the ROSS user who sent the form and the ticket will
be closed.
Specific Steps for Entering Information on the Forms for Creating, Updating and Deleting Organizations
1. Creating a New Organization
a. Open the Create and Delete form for the type of organization you want to manage.
b. Please enter all pertinent information for the organization. Many fields are required entries. Some
have drop down menus. If you need additional entries for frequencies, reload bases, finance codes,
request number blocks and incident host request number blocks click the corresponding form (such
as “Continuation Page for Finance Codes.dot”). You can save and or print the forms for your
records. You may also combine all forms for the same organization into one, by copying and
pasting these forms to the bottom of the main form.
2. Updating an Existing Organization
NOTE: To see information about an organization you wish to update, refer to any screen captures you
have made. If you do not have a screen capture for the organization you want to update, send an e-mail
request to [email protected] for vendor organizations or to [email protected] for all other
organizations. Be specific about what information you need to see and a screen capture of that information
will be e-mailed to you. Every attempt will be made to respond to your request within one business day.
a. Open the Update form for the type of organization you want to manage.
b. In Section 1, enter data for you and your dispatch office.
c. In Section 2, enter the current organization information.
d. In Section 3, click Item, and select the item to be updated from the drop-down menu. Enter the
information as it is currently in the “Change From” field and what you want it changed to in the
“Change To” field. If you want to add information, enter “Add” in the “Change From” field and
enter your information in the “Change To” field. If you want to delete information, enter the
information as it is currently in the “Change From” field and enter “Delete” in the “Change To”
field.
e. Enter any comments or clarification in the Comments section at the bottom of the form.
3. Deleting an Organization.
NOTE: To see information about an organization you wish to delete, refer to any screen captures you have
made. If you do not have a screen capture for the organization you want to delete, send an e-mail request to
[email protected] for vendor organizations or to [email protected] for all other organizations. Be
specific about what information you need to see and a screen capture of that information will be e-mailed to
you. Every attempt will be made to respond to your request within one business day.
a. Open the Create and Delete form for the type of organization you want to manage.
b. Enter information for Sections 1, 2 and 6 only.
c. If deleting an organization, you must first remove all references to that organization. If combining
offices, you must remove or change all references to the offices accordingly. The ROSS
Organization Data Manager will contact you to ensure all necessary steps have been taken.
Procedures could vary greatly depending on which references are tied to the organizations being
combined and how they are combined. The ROSS Organization Data Manager will take screen
captures of references and send them to the requester so the references can be removed.
ROSS Users are responsible for removing the references listed on the following tabs on the
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March 2013
View Organization Usage dialog box on the Organizations Screen: Incident, Location, Place
Affiliation, Pre Order, Resource, Selection Area, Contract, Hazard, Import and User. DO NOT
remove the user named “organization maintenance.” The ROSS Organization Data Manager
will remove references, with your help, from the Affiliation and Financial Code tabs.
After removing the references, notify the ROSS Organization Data Manager through the DMS
addresses [email protected] for vendor organizations or [email protected] for all
other organizations. Keep in mind that some cannot be removed until archiving that occurs at
the beginning of the year.
http://ross.nwcg.gov
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Ver. 2.2.8